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  • LOTTERY COLLECTION AND DISBURSEMENT SERVICES REQUEST FOR PROPOSAL

    Table of Contents

    I. PURPOSE AND INTENT 6

    II. TERMS AND CONDITIONS 8

    A. APPLICABLE RULES AND REGULATIONS 8

    B. PROJECT MANAGEMENT 9

    C. TIMETABLE OF EVENTS 9

    D. MANDATORY BIDDERS' CONFERENCE 10

    E. RFP QUESTIONS FROM BIDDERS 10

    F. REVISIONS TO THE REQUEST FOR PROPOSAL 11

    G. PROPOSAL DUE DATE 11

    H. ORAL PRESENTATION AND VENDOR SITE VISITATION/INSPECTION 11

    I. CONTRACT AWARD 12

    J. LENGTH OF CONTRACT 13

    K. CONTRACT EXTENSION 13

    L. VENDOR RIGHT TO PROTEST 13

    M. TERMINATION OF CONTRACT 14

    N. CONTRACT CONTINUITY/TRANSITIONAL PERIOD 14

    O. UNANTICIPATED SERVICES 14

    P. PRIME CONTRACTOR RESPONSIBILITIES 15

    LOTTERY RFP 2009 Page 1 09/29/08

  • Q. SUBCONTRACTING 15

    R. ASSIGNMENT 16

    S. COST LIABILITY 16

    T. OWNERSHIP OF MATERIAL 16

    U. DATA TRANSMISSION 16

    V. PROMOTIONAL USE PROHIBITED 17

    W. ACCOUNTING RECORDS 17

    X. SEVERABILITY CLAUSE 18

    Y. INDEMNIFICATION 18

    Z. INSURANCE 19

    AA. CONFLICT OF INTEREST 20

    BB. PUBLIC RECORDS 20

    CC. SINGLE RESPONSE 20

    III. OTHER MANDATORY PROVISIONS 21

    A. Financial Statements 21

    B. Ownership Disclosure Form 21

    C. Non-Discrimination Law 21

    D. Collateralization of Deposits 21

    E. Proof of Registration Requirements 22

    F. N.J.S.A. 52:34-13.2 Certification 23

    G. Public Law 2005, Chapter 51 24

    H. Disaster Recovery Plan 27

    I. Image Processing of Public Records & Certification of Image Processing Systems 28

    LOTTERY RFP 2009 Page 2 09/29/08

  • IV. PAYMENT METHOD AND TERMS 29

    A. Compensating Balances 29

    B. Payment Terms 29

    C. Monthly Analysis 30

    V. SCOPE OF WORK 31

    A. General Requirements 31

    B. Accounts to be Established 32

    C. Account Data Information and Requirements 32

    D. Web Based Inquiry/Communication System 50

    E. Report Requirements 54

    F. Vendor Contact Personnel 59

    G. Training 60

    H. Conversion/Implementation 61

    VI. EVALUATION CRITERIA 62

    VII. VENDOR RESPONSE 63

    VIII. COST SCHEDULE 71

    LOTTERY RFP 2009 Page 3 09/29/08

  • LOTTERY COLLECTION AND DISBURSEMENT SERVICES REQUEST FOR PROPOSAL

    Exhibits Table of Contents

    EXHIBIT A: State of New Jersey OIT Transmission Capabilities Guide

    EXHIBIT B: Ownership Disclosure Form

    EXHIBIT C: Policy Statement: Department of the Treasury Collateralization

    Requirements for State Held Deposits.

    EXHIBIT D: N.J.S.A. 52:34-13.2 Certification EXHIBIT E: Public Law 2005, Chapter 51 Certification and Disclosure EXHIBIT F: Public Law 2005, Chapter 51 Instructions EXHIBIT G: Lottery Accounts Structure and Funds Flow

    EXHIBIT H: Lottery Collection Revenue Account ACH Transaction Detail for Fiscal Year 2008

    EXHIBIT I: Lottery Collection Revenue Account Transaction Type Statistics in Fiscal Year 2008

    EXHIBIT J: Lottery Collection Annuity Account Transaction Detail for Fiscal

    Year 2008 EXHIBIT K: Lottery Disbursement Account Activity for Fiscal Year 2008

    EXHIBIT L: Electronic Media Reporting Specifications Unclaimed Property EXHIBIT M: Electronic Images System Certification, Storage, Backup and Disaster Prevention/Recovery

    LOTTERY RFP 2009 Page 4 09/29/08

  • EXHIBIT N: Destruction Requirements for State Records, Canceled Checks and Electronic Images

    EXHIBIT O: Full Reconcilement Balance Sheet

    EXHIBIT P: Full Reconcilement Balance Sheet Supplemental Information

    EXHIBIT Q: Aged Outstanding Transfer Report

    LOTTERY RFP 2009 Page 5 09/29/08

  • REQUEST FOR PROPOSAL

    COLLECTION AND DISBURSEMENT SERVICES FOR

    THE DIVISION OF LOTTERY I. PURPOSE AND INTENT

    The purpose of this request is to solicit proposals from qualified New Jersey banking vendors for the placement of three (3) State accounts for the Division of Lottery (Lottery) and for the accurate and timely processing of all services associated with these accounts. The accounts are as follows:

    1 Lottery Collection Revenue Account (ZBA Master Account)

    2 Lottery Collection Annuity Account (ZBA Sub Account)

    3 Lottery Disbursement Account (ZBA Sub Account)

    The State reserves the right to consolidate these accounts or increase the number of accounts, as the need arises, during the course of this contract term.

    For all three (3) accounts, the vendor must provide to the state a Web Based Inquiry/Communication System. As a prerequisite for the Lottery Collection Revenue Account, the selected vendor must have the capability to receive Lottery ACH debit information by electronic transmission and initiate ACH debit and receive ACH credit transactions in the standard NACHA CCD format. All Lottery retailers are required to maintain their lottery accounts in any institution with electronic ACH capabilities.

    LOTTERY RFP 2009 Page 6 09/29/08

  • The Lottery Collection Annuity Account will be funded by ACH credits and check deposits received from approximately 13 insurance companies. The balance of this account will move daily via a ZBA transaction to the Lottery Collection Revenue Account. The Lottery Disbursement Account must be established as a positive pay and controlled disbursement account. This account will be funded by ZBA transfers from the Lottery Collection Revenue Account. The Lottery Disbursement Account must have the capability of processing both check and wire transfer payments on a regular basis.

    Below is the summary list of banking services, not necessarily all inclusive, that will be required for consideration of an award. The detailed specifications are delineated in SECTION V, SCOPE OF WORK section of this RFP.

    Controlled disbursement, ZBA and positive pay account capability and reporting

    Electronic transmission and receiving capability

    Check cashing capability

    Remote deposit capture (RDC) services

    Web Based Inquiry/Communication System

    Full Account reconciliation services

    Monthly bank statements

    ACH sending and receiving capabilities in the CCD format

    Wire transfer with daylight overdraft coverage capabilities

    Automated daily balance reporting (prior day and intra day information)

    Intra-day reporting capabilities (wire transfer information)

    Timely reports per RFP specifications

    Timely, reliable customer service

    Paid check imaging and document destruction

    LOTTERY RFP 2009 Page 7 09/29/08

  • II. TERMS AND CONDITIONS

    A. Applicable Rules and Regulations The vendor must be a state or nationally chartered bank, with a presence in the State of New Jersey, employ New Jersey residents, and be in compliance with all federal and/or New Jersey State laws governing all services to be awarded. The vendor must be a member of an automated clearing house association and be in compliance with all rules and regulations set forth by the National Automated Clearing House Association (NACHA), local automated clearing house (ACH) association(s) and ACH operators. The vendor must be a member of the Federal Reserve direct wire system. All services must be the responsibility of the primary vendor. The State will not enter into any agreements with subcontractors. It is agreed and understood that any contract placed as a result of this proposal shall be governed and construed and the rights and obligations of the parties hereto shall be determined in accordance with the laws of the State of New Jersey. The TERMS AND CONDITIONS, OTHER MANDATORY PROVISIONS and PAYMENT METHOD AND TERMS of this Request for Proposal (RFP) will supersede any and all conflicting terms and conditions, including bank agreements, submitted by the bank/contractor. The State of New Jersey will not modify its terms and conditions or execute separate bank agreements. Proposals that do not conform with or take exception to the State of New Jerseys terms and conditions, other mandatory provisions and payment methods and terms, as set forth in this RFP, will be considered non-responsive and therefore rejected.

    The entire content of this RFP, all addenda and the banks proposal will become the basis for any award and contract. These documents shall, whenever possible, be construed in harmony. However, if there is a conflict between the terms contained in

    LOTTERY RFP 2009 Page 8 09/29/08

  • these documents, the order of precedence shall be: (1) the addendum(s); (2) the RFP; and (3) the banks proposal.

    B. Project Management

    This Request for Proposal has been prepared by the Department of Treasury, the Division of Lottery and issued through the Department of Treasury, Office of Management and Budget, Cash Management Unit. The Cash Management Unit is the sole point of contact for the purpose of this RFP. After contract award, the Department of Treasury, Office of Management and Budget, Cash Accounting Unit is charged with the responsibility for the administration of the three (3) Division of Lotttery accounts established and will be the contact agency after contract award. The Project Manager for this program for the State of New Jersey is:

    Scott Pericoloso, Fiscal Manager State of New Jersey Department of the Treasury Office of Management